S06 - Att3 Hines Design Requirements and Other Information.pdf

Attachment 3

Hines Design Requirements, Constraints, and Other Pertinent Information or Special Considerations

February 26, 2025

A) Design Requirements.

Where a conflict exists between the Statement of Work (SOW) requirements and the requirements of other associated contract documents, the SOW requirements shall prevail.

This SOW presumes the contractor will not need access to the Hines LAN or any VA

Sensitive Information to execute the contract.

The awarded designer shall utilize front-end specifications provided by Hines for inclusion in their project manuals. See Attachment 3. These specifications shall be used for a basis of developing the overall project manual and include the following specification sections at a minimum:

1) Front-end Specifications

a. Section 000000 – Specifications Book Cover

b. Section 000110 – Table of Contents

c. Section 010000 – General Requirements

d. Section 013216.15 – Project Schedules

e. Section 013300 – Submittal Registry

f. Section 013323 – Shop Drawings, Product Data, and Samples

g. Section 013526 – Safety Requirements

h. Section 014219 – Reference Standards

i. Section 015719 – Temporary Environmental Controls

j. Section 015816 – Temporary Interior Signage

k. Section 017419 – Construction Waste Management

l. Section 018113 – Sustainable Construction Requirements

m. Section 024100 – Demolition with Hazardous Waste (when appropriate)

n. Section 024100 – Demolition without Hazardous Waste (when appropriate)

2) VA’s Technical Information Library (TIL). The awarded A/E will adhere to all codes, standards, guidelines, and design requirements found in the VA’s Technical Information Library (TIL) including but not limited to the following:

a. Master Construction Specifications (PG-18-1) http://www.cfm.va.gov/TIL/spec.asp

b. Design and Construction Procedures (PG-18-3) http://www.cfm.va.gov/TIL/cPro.asp

c. Standard Details and CAD Standards (PG-18-4) http://www.cfm.va.gov/TIL/sDetail.asp

d. Equipment Guide List (PG-18-5) http://www.cfm.va.gov/TIL/equip.asp

e. Space Planning, VA-Space & Equipment Planning System (VA-SEPS) (PG-18-9) http://www.cfm.va.gov/TIL/planning.asp

f. Design Manuals (by discipline) (PG-18-10) https://www.cfm.va.gov/til/dManual.asp

g. Design Guides (graphical, by function) (PG-18-12) http://www.cfm.va.gov/til/dGuide.asp

h. Topic Specific Standards and Criteria (PG-18-13) https://www.cfm.va.gov/til/topicSpecific.asp

1. Architectural Accessibility, Barrier Free Design Standard Accessibility

Standards

2. BIM Standard and CAD Legacy Files

i. Room Finishes, Door, and Hardware Schedules (PG-18-14) https://www.cfm.va.gov/til/spclRqmts.asp

j. Minimum Requirements for A/E Submissions (PG-18-15) http://www.cfm.va.gov/til/aeDesSubReq.asp

1. Volume C – A/E Submission Instructions for Minor / NRM Construction

Program

k. Environmental Guidance (PG-18-17) https://www.cfm.va.gov/environmental/index.asp

3) Manufacturers and Suppliers. Designs will consider the following manufacturers and suppliers that will be indicated on the drawings and specifications as “Building Standard or Approved Equal”.

a. Electric.

1. All electrical conduits shall be a minimum of 3/4" diameter.

2. Conduit shall be color-coded as follows:

a) Silver – voice/data

b) Orange – South side normal power

c) Black – North side normal power

d) Blue – Critical power

e) White – Card Readers

f) Purple – Emergency power

g) Green – Nurse call

h) Yellow – 227-volt lighting

i) Red – Fire alarm

b. HVAC.

1. Tridium Open Platform controls.

2. See Attachment 1, Document 22 - SOW Requirements for Hines A/C Shop for more details.

c. Fire Alarm and Suppression.

1. A Simplex system is required.

d. Signage to comply with VA standard signage requirements.

1. Consult with COR for Hines signage standards.

e. Telecom.

1. Hilti speed sleeve for wire penetrations through all fire and smoke rated partitions.

2. Cable color coding:

a) Data Cabling – A side Blue, B side Yellow

b) VA WAP Cabling – Green

c) Analog Voice Cabling – Gray

d) Guest Wi-Fi Cabling – Orange

e) Biomed and Nurse Call – White

f) Surveillance – Purple

g) Access Control - Purple

h) Fire Alarm – Red

3. Backbone cabling:

a) Analog Copper – Gray

b) OM3 Multimode – Aqua

c) OM4 Mutlimode Fiber – Violet

d) OS1 and OS2 Single mode Fiber – Yellow

4) FAR Clause 52.211-6. The A/E shall conform their drawings and specifications to meet FAR Clause 52.211-6 and shall list specific details of the salient characteristics to be met.

a. FAR 52.211-6 - BRAND NAME OR EQUAL (AUG 1999)

1. If an item in this solicitation is identified as "brand name or equal," the purchase description reflects the characteristics and level of quality that will satisfy the Government's needs. The salient physical, functional, or performance characteristics that "equal" products must meet are specified in the solicitation.

2. To be considered for award, offers of "equal" products, including "equal" products of the brand name manufacturer, must—

a) Meet the salient physical, functional, or performance characteristic specified in this solicitation.

b) Clearly identify the item by—

1) Brand name, if any; and

2) Make or model number:

3) See Attachment 1, Document 20.

c) Include descriptive literature such as illustrations, drawings, or a clear reference to previously furnished descriptive data or information available to the Contracting Officer; and

d) Clearly describe any modifications the offeror plans to make in a product to make it conform to the solicitation requirements. Mark any descriptive material to clearly show the modifications.

3. The Contracting Officer will evaluate "equal" products based on information furnished by the offeror or identified in the offer and reasonably available to the Contracting Officer. The Contracting Officer is not responsible for locating or obtaining any information not identified in the offer.

4. Unless the offeror clearly indicates in its offer that the product being offered is an "equal" product, the offeror shall provide the brand name product referenced in the solicitation.

5) Additional Requirements: Additional requirements include but are not limited to:

a. The A/E is to follow applicable VA Design Manuals, VA Standards, VA Design

Guides and Directives, VA Handbooks, local, state, and Federal codes, and regulations.

b. The A/E shall complete the design package to include plans, details, sections, elevations, schedules, construction drawings, edited specifications, site visit reports, a detailed construction estimate, and all related information as required by the contract that fall within a professional standard of care.

c. All interior design finishes and furniture will be coordinated with the Hines Interior Design staff.

d. Submittal Registry: The submittal registry shall be completed by the A/E and included with any design package delivered that is 90% submission and later.

The submittal registry shall include all requests for submittal review as called for in the drawings and specifications.

e. NEPA: The A/E shall review the project, assess the environmental impact, and ensure all necessary paperwork, permits, and forms are submitted in accordance with NEPA for the 90% submission. Review and acceptance will be determined by the Hines GEMS coordinator. See Attachment 1, Document 19.

f. Phasing: All designs for construction projects shall include phasing of the construction work. If the construction work is to occur in one single phase it shall be indicated as such. Projects requiring phasing shall include phasing plan(s) with moves coordination plan incorporated into any phasing plan developed.

g. Construction Schedule: The A/E shall develop a construction schedule with the 90% submission. The schedule will address pre-construction, construction, and post-construction periods. The construction period shall include phasing (when called for in the design) and long-lead items. It is advised the A/E meet with the COR to discuss the development of the construction schedule.

h. CAD, Revit (or equivalent), and PDF drawings of all documents shall be turned over to EHVAH at the conclusion of the design phase or when requested by

EHVAH.

i. MS Word, MS Excel, MS Project, and PDF files of all documents shall be turned over to EHVAH at the conclusion of the design phase or when requested by

EHVAH.

j. The A/E shall furnish a cost estimate for the scope of work at the end of each phase of design.

1. As the design progresses, an updated, detailed Construction Cost Estimate shall be provided showing designs are within estimated construction funding.

2. Note: A construction cost estimate is not required for Investigation unless requested in writing by the COR.

k. The COR will have the authority to reject deliverables he or she finds inadequate, insufficient, or otherwise unintelligible. No work shall proceed to the next phase until the COR and CO agree the deliverables are acceptable.

l. Pertinent VA data and files will be made available to A/E. The A/E is responsible to verify the accuracy of data used. The government-furnished reports, data, and information are not guaranteed to fully represent existing conditions.

1. The government shall not be responsible for any interpretation or conclusion by the A/E drawn from data or information provided.

m. A detailed inspection of the premises shall be initiated to determine the needs and conditions for the design and plans for the project to deliver the following:

1. Activities required during the investigative phase, include but are not limited to:

a) Survey of existing above and underground conditions, including buildings, structures, utilities, and systems.

b) Review existing condition drawings.

1) Copies of historic or existing condition drawings do not always exist.

2) Any relevant drawings the VA has in its possession will be available for A/E’s use. Not all relevant drawings will be in CAD.

3) The A/E shall field verify their accuracy before starting the design.

4) Utilities within the area and identified on existing drawings are not to be interpreted as the exact location or as a comprehensive representation of the existing site conditions.

2. Perform field investigations.

a) Review of above ceiling conditions for acoustical ceilings and at access panels for drywall ceilings.

b) Investigating floors above and below for possible piping obstacles such as plumbing, ductwork, electrical, medical gases, and telecom.

c) If penetrations are expected in existing concrete floors, ceilings, slabs, and roofs, the A/E shall utilize Ground Penetrating Radar (GPR) to identify items that could be damaged during construction. Including but not limited to rebar, post tension cables, and electrical conduits.

d) In the event ground excavation is required, GPR shall be utilized to identify any below grade or below ground obstacles that may be encountered.

n. A progress schedule showing the A/E‘s percent of work complete and monthly status updates shall be provided throughout the project.

o. The A/E shall submit a QA/QC template for review. Template shall have a signature block for the QA/QC reviewer. If a QA/QC template is not approved by the COR, then the A/E will utilize the checklist provided in Attachment 1, Document 15 in coordination with the COR.

1. The submission shall detail the specific method used to cross-check specifications, drawings, technical documents, cost estimate, etc. for completeness and accuracy at each submittal stage.

2. The submission shall detail the specific method used to determine constructability of facility as detailed in drawings, specifications, and technical documents (i.e., Can a Contractor construct the project as shown in drawings and specified in specifications? Have lessons learned been incorporated?).

p. The design Quality Control Manager (QCM) and Quality Control “responsible persons” (QCRPs) shall not be members of the active design team. The personal and corresponding corporate resumes shall be submitted to the VA for review and approval.

q. The A/E shall be responsible for ensuring an independent and third-party agent conducts a thorough check on drawings, specifications, cost estimates, and other required technical data prior to any design milestone deliverable. The purpose of the independent check is to:

1. Reduce errors, omissions, interferences, and inconsistencies between design disciplines and consultants.

2. Reduce inconsistencies between drawings, specifications, and cost estimates.

3. Incorporate latest criteria, lessons learned, and review comments, as applicable.

r. Commissioning addressed independently by government through a 3rd party contract.

s. The A/E shall provide Bid Period Services, Construction Administration Services, and Close-out Documents as a separate CLIN cost proposal.

B) Constraints.

1) Work hours for EHVAH staff are from 7:00 am until 3:30 pm, Monday through Friday.

2) Photographs may be taken of the work performed at the jobsite. However, photographs containing patients and/or staff are a violation of patient privacy and hospital policy. Both violations are subject to penalties and dismissal. Permission from the EHVAH Public Affairs Officer (PAO) is required and should be coordinated with the project COR.

3) Exploratory demolition is permitted but must be coordinated with the COR.

4) VHA Directive 1085 implements a smoke-free policy for patients, visitors, contractors, volunteers, and vendors at VA health care facilities.

5) Maximizing Use of American-Made Goods, Products, and Materials

a. The Buy American Act required the United States government to prefer U.S.-made products in its purchases.

b. It is the policy of the United States to buy American and to maximize, consistent with law, the use of goods, products, and materials produced in the United States.

c. Designs and specifications should adhere to this policy to the greatest extent possible.

6) The contractor badging process is a required security procedure of all VA stations. It is the responsibility of the general or prime contractors to notify their subcontractors of this requirement. All contracted workers visiting the jobsite will need to receive a contractor’s Flash badge. This is to be done before any construction or demolition work is started on the project. Failure to obtain and display the proper badge could result in the worker being removed from the station by Hines Police.

The procedure to follow is:

a. The A/E shall have 2 weeks’ notice from award to Notice to Proceed (NTP) to on-board team members with the necessary badging.

b. The Contractor shall fill out Contractor Badging Form – See Attachment 1, Document 2.

c. Two (2) forms are personal identification are needed. Valid (unexpired) forms of

ID include:

1. Current Driver’s License. A Real ID is required.

2. An original social security card (not laminated). Substitutes may include the following:

a) Current Passport

b) Original birth certificate (not a copy)

c) Additional forms of identification can be found on Page 2 of the

Contractor Badging Form – See Attachment 1, Document 2.

d. The Contractor shall coordinate with COR and bring the completed Contractor

Badging Form to Mikel Jones (Bldg. 2, Rm 119) to coordinate for fingerprints (Phone: 708 202-8387, ext. 21322; Email: mikel.jones@va.gov).

e. Once the form is approved by Mikel Jones, contractors shall take a copy of the form to Human Resources located in Building 17 for fingerprinting. The hours for fingerprinting are 8:00 AM to 3:00 PM. The other copy will stay with Hines Engineering.

f. Upon a favorable fingerprint adjudication, the contractor will schedule an appointment with HR to receive a Flash badge. The link to schedule this appointment will be provided by Mikel Jones upon notification of successful fingerprint adjudication.

g. The badge expires in 182 calendar days. It is the responsibility of the badge holder to schedule and renew their badge if they expect to be on the jobsite more than 182 calendar days from the date of issuance.

h. At the completion of the project, all prime and subcontractor badges need to be returned to the station. It is the responsibility of the general or prime contractors to see that all badges are returned to the COR once work on the project is complete.

C) Other Pertinent Information or Special Considerations.

1) No VA Sensitive information or connection to the Hines network will be required for execution of this contract.

2) All Contractor personnel shall be certified by appropriate federal and state regulatory agencies to meet federal and local certification requirements as applicable. The Contractor shall provide the Government copies of such certificates.

3) Per VA Information Security Program policy – VA Directive and Handbook 6500 and 6500.6, Appendix A, contractor storage, generation, transmission or exchanging of VA sensitive information during this construction project is not acceptable.

4) All work shall be scheduled to meet requirements of EHVAH. All work shall be coordinated through the Contracting Officer. Local coordination shall be routed through the Contracting Officer’s Representative.

5) Utilities within the area and identified on existing drawings are not to be interpreted as the exact location, or as the only existing site conditions. Contractor shall verify all existing conditions and proceed with caution around any anticipated obstructions.

6) Should a conflict exist between VA requirements and VA adopted nationally recognized codes and standards, the conflict shall be brought to the attention of the Contracting Officer. The resolution of the conflict shall be made by the authority having jurisdiction for VA to ensure system-wide consistency. All work conducted under this scope of work shall comply with the Department of Veterans Affairs Master Specifications and all applicable state and federal regulations and codes